{ "source": "Facilities maintenance (CMMS) functions and features most commonly offered by Archibus, Accruent FAMIS and Brightly (SchoolDude), as identified by Claude, Perplexity and Grok and reconciled into one set. src: C = Claude, P = Perplexity, G = Grok. Levels: area > functional area > function > feature.", "scope": "Covers work requests and work orders, technicians and labor, preventive and condition-based maintenance, inspections, assets and facility condition, parts and storerooms, location context, mobile work and reporting. The CMMS is the system of record for maintenance activity and asset condition; classroom and event scheduling stay in instructional planning, housing assignments in the housing system, and capital project accounting and procurement in the finance ERP.", "vendors": [ "Archibus", "Accruent FAMIS", "Brightly (SchoolDude)" ], "groups": [ { "k": "W", "name": "Work Management", "ds": [ "1", "2", "3", "4" ], "desc": "Requests, work orders, chargebacks and contractor work: every job with an owner, a status and a cost." }, { "k": "L", "name": "Workforce and Labor", "ds": [ "5", "6", "7" ], "desc": "Assigning and dispatching technicians, recording their time, and planning custodial and grounds routes." }, { "k": "M", "name": "Preventive and Planned Maintenance", "ds": [ "8", "9", "10" ], "desc": "Calendar, meter and condition-driven maintenance, plus the inspections that keep buildings compliant." }, { "k": "A", "name": "Asset and Condition Management", "ds": [ "11", "12", "13" ], "desc": "The asset register and its history, facility condition and renewal planning, and utility consumption." }, { "k": "S", "name": "Materials and Storeroom", "ds": [ "14", "15" ], "desc": "Parts, storerooms, issues, returns and replenishment for maintenance work." }, { "k": "C", "name": "Space and Location Context", "ds": [ "16", "17" ], "desc": "The campus location hierarchy, floor plans and maps that give every job its place." }, { "k": "O", "name": "Mobile, Reporting and Analytics", "ds": [ "18", "19" ], "desc": "Technicians working in the field, and the dashboards and reports that show how maintenance is performing." }, { "k": "E", "name": "Integration and Platform", "ds": [ "20", "21", "22" ], "desc": "Finance, HR, space and building-system integration, plus security, configuration and exit." } ], "domains": [ { "n": "1", "name": "Work Requests and Intake", "desc": "Captures maintenance needs from the campus community and staff and turns them into actionable records.", "caps": [ { "id": "1.1", "n": "Capture work requests", "subs": [ { "id": "1.1.1", "n": "Web service request portal", "d": "Lets students, faculty and staff submit a maintenance request without a CMMS license.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "1.1.2", "n": "Requester location selection", "d": "Pins a request to a building, floor and room picked from the space hierarchy.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "1.1.3", "n": "Problem type catalog", "d": "Offers a controlled list of problem types and trades that drives routing and reporting.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "1.1.4", "n": "Photo and file attachments", "d": "Attaches photos, documents or video to a request at submission.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "1.1.5", "n": "Staff-entered requests", "d": "Lets call center or zone staff log requests received by phone, email or walk-in.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "1.1.6", "n": "Email-to-request intake", "d": "Converts inbound email to a designated mailbox into a draft request.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "1.1.7", "n": "QR code request from asset or room", "d": "Opens a prefilled request by scanning a code posted on equipment or in a room.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "1.1.8", "n": "Natural-language request triage", "d": "Suggests problem type, priority and trade from free-text request descriptions.", "cls": "Emerging", "src": [ "C", "P" ], "herm": "BC126" } ] }, { "id": "1.2", "n": "Screen and convert requests", "subs": [ { "id": "1.2.1", "n": "Request review queue", "d": "Holds new requests for a work control desk to approve, reject, merge or convert.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "1.2.2", "n": "Duplicate request detection", "d": "Flags requests that match an open request for the same location and problem.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "1.2.3", "n": "Request-to-work-order conversion", "d": "Creates one or more work orders from an approved request while keeping the link.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "1.2.4", "n": "Requester notifications", "d": "Emails or texts the requester on receipt, assignment, status change and completion.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "1.2.5", "n": "Requester status lookup", "d": "Shows a requester the current status and history of their own requests.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "1.2.6", "n": "Completion satisfaction survey", "d": "Sends a short survey after closure and stores the response against the work order.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "1.2.7", "n": "Work authorization routing", "d": "Routes proposed work and estimates to designated approvers before execution.", "cls": "Expected", "src": [ "P" ], "herm": "BC126" } ] } ] }, { "n": "2", "name": "Work Order Lifecycle", "desc": "Manages a work order from creation through scheduling, execution, review and closure.", "caps": [ { "id": "2.1", "n": "Create and classify work orders", "subs": [ { "id": "2.1.1", "n": "Work order record", "d": "Stores location, asset, problem, description, requester, priority and status for each job.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "2.1.2", "n": "Work order types", "d": "Distinguishes corrective, preventive, emergency, project, inspection and billable work.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "2.1.3", "n": "Priority levels with response targets", "d": "Assigns a priority that sets response and completion targets.", "cls": "Core", "src": [ "C", "G" ], "herm": "BC126" }, { "id": "2.1.4", "n": "Work order templates", "d": "Prefills tasks, trades, parts and instructions for recurring job types.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "2.1.5", "n": "Multi-task and child work orders", "d": "Breaks a job into tasks or child orders by trade while rolling up to a parent.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "2.1.6", "n": "Configurable status workflow", "d": "Defines the statuses a work order moves through and who can change them.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" } ] }, { "id": "2.2", "n": "Schedule and track work", "subs": [ { "id": "2.2.1", "n": "Planned dates and scheduling board", "d": "Places work orders on a calendar or board by date, shop and technician.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "2.2.2", "n": "Service level tracking", "d": "Measures response and completion time against priority targets and flags breaches.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "2.2.3", "n": "Escalation rules", "d": "Notifies supervisors when work is unassigned, overdue or stalled in a status.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "2.2.4", "n": "Work order backlog view", "d": "Lists open work by age, shop, priority and building for backlog management.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "2.2.5", "n": "Shutdown and outage coordination", "d": "Records planned utility or system outages tied to work and the spaces affected.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "2.2.6", "n": "Job planning and estimates", "d": "Records planned tasks, labor, materials, tools, and estimated maintenance costs.", "cls": "Expected", "src": [ "P" ], "herm": "BC126" } ] }, { "id": "2.3", "n": "Complete and close work", "subs": [ { "id": "2.3.1", "n": "Completion notes and failure codes", "d": "Captures what was done with problem, cause and remedy codes.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "2.3.2", "n": "Supervisor review before close", "d": "Routes completed work for supervisor sign-off before final closure.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "2.3.3", "n": "Work order cost rollup", "d": "Totals labor, parts, contractor and other charges on each work order.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "2.3.4", "n": "Asset history update on close", "d": "Writes completed work and costs to the history of the linked asset.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "2.3.5", "n": "Reopen and callback tracking", "d": "Reopens or links callback work when a repair fails and counts repeat calls.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" } ] } ] }, { "n": "3", "name": "Chargeback and Billable Work", "desc": "Charges departments and auxiliaries for facilities work that falls outside central funding.", "caps": [ { "id": "3.1", "n": "Bill internal customers", "subs": [ { "id": "3.1.1", "n": "Billable work flag and account", "d": "Marks a work order as billable and records the account string to charge.", "cls": "Expected", "src": [ "C" ], "herm": "BC188" }, { "id": "3.1.2", "n": "Labor and material rate tables", "d": "Applies billing rates and markups by trade, labor type and material class.", "cls": "Expected", "src": [ "C" ], "herm": "BC188" }, { "id": "3.1.3", "n": "Estimates and customer approval", "d": "Sends a cost estimate to a department and records approval before work starts.", "cls": "Expected", "src": [ "C" ], "herm": "BC188" }, { "id": "3.1.4", "n": "Chargeback batch generation", "d": "Produces a periodic batch of internal charges for posting by the finance ERP.", "cls": "Expected", "src": [ "C" ], "herm": "BC188" }, { "id": "3.1.5", "n": "Customer invoice detail", "d": "Gives departments an itemized view of what each charge covers.", "cls": "Expected", "src": [ "C" ], "herm": "BC188" } ] } ] }, { "n": "4", "name": "Contractor and Vendor Work", "desc": "Directs and tracks work performed by outside service contractors.", "caps": [ { "id": "4.1", "n": "Manage contracted work", "subs": [ { "id": "4.1.1", "n": "Contractor directory", "d": "Keeps contractor contacts, trades, insurance expiry and service areas.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "4.1.2", "n": "Dispatch work to contractors", "d": "Assigns a work order to a contractor and notifies them.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "4.1.3", "n": "Contractor portal", "d": "Lets contractors view, update and close their assigned work orders.", "cls": "Specialized", "src": [ "C" ], "herm": "BC126" }, { "id": "4.1.4", "n": "Service contract coverage", "d": "Records which assets and services a contract covers and its term.", "cls": "Expected", "src": [ "C" ], "herm": "BC156" }, { "id": "4.1.5", "n": "Contractor invoice matching", "d": "Records contractor invoice amounts against work orders before the ERP pays them.", "cls": "Specialized", "src": [ "C" ], "herm": "BC187" } ] } ] }, { "n": "5", "name": "Technician Assignment", "desc": "Puts the right technician on each job based on trade, zone and availability.", "caps": [ { "id": "5.1", "n": "Assign and dispatch technicians", "subs": [ { "id": "5.1.1", "n": "Assignment to technician or crew", "d": "Assigns a work order to one or more technicians or a crew.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "5.1.2", "n": "Shop and trade routing", "d": "Routes work to a shop or trade automatically from problem type and location.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "5.1.3", "n": "Zone and building routing", "d": "Routes work to the zone team responsible for a building.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "5.1.4", "n": "Technician availability calendar", "d": "Shows shifts, leave and existing workload when assigning work.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC178" }, { "id": "5.1.5", "n": "Drag-and-drop dispatch board", "d": "Reassigns and reschedules work visually across technicians and days.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "5.1.6", "n": "On-call roster and after-hours dispatch", "d": "Routes emergency work after hours to the on-call technician.", "cls": "Expected", "src": [ "C" ], "herm": "BC178" }, { "id": "5.1.7", "n": "Skill and certification matching", "d": "Restricts assignment to technicians holding required licenses or training.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "5.1.8", "n": "Optimized assignment suggestions", "d": "Recommends assignments that balance travel, skills and workload.", "cls": "Emerging", "src": [ "C" ], "herm": "BC126" }, { "id": "5.1.9", "n": "Cross-campus resource coordination", "d": "Coordinates shared maintenance crews across campuses with separate calendars and dispatch responsibilities.", "cls": "Specialized", "src": [ "P" ], "herm": "BC178" } ] } ] }, { "n": "6", "name": "Labor Tracking", "desc": "Records the time technicians spend so labor cost and productivity are known.", "caps": [ { "id": "6.1", "n": "Record labor", "subs": [ { "id": "6.1.1", "n": "Labor hours on work orders", "d": "Records hours by technician, date and labor type on each work order.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "6.1.2", "n": "Start and stop time capture", "d": "Captures actual time on task from a timer on mobile or desktop.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "6.1.3", "n": "Overtime and shift differential types", "d": "Distinguishes regular, overtime and premium hours for costing.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "6.1.4", "n": "Labor rate costing", "d": "Costs recorded hours using each technician's or trade's rate.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "6.1.5", "n": "Timesheet export to payroll", "d": "Exports approved labor hours for payroll or time and attendance systems.", "cls": "Specialized", "src": [ "C" ], "herm": "BC214" }, { "id": "6.1.6", "n": "Labor entry review", "d": "Allows supervisors to review and correct maintenance labor entries before final posting.", "cls": "Expected", "src": [ "P" ], "herm": "BC126" } ] }, { "id": "6.2", "n": "Measure productivity", "subs": [ { "id": "6.2.1", "n": "Wrench time and utilization reporting", "d": "Reports direct work hours as a share of available hours by shop.", "cls": "Expected", "src": [ "C" ], "herm": "BC211" }, { "id": "6.2.2", "n": "Estimated versus actual hours", "d": "Compares planned labor to recorded labor by job type.", "cls": "Expected", "src": [ "C" ], "herm": "BC211" } ] } ] }, { "n": "7", "name": "Custodial and Grounds Operations", "desc": "Plans recurring service routes for custodial, grounds and similar operations crews.", "caps": [ { "id": "7.1", "n": "Plan service routes", "subs": [ { "id": "7.1.1", "n": "Cleanable area and frequency model", "d": "Stores cleanable square footage, floor type and cleaning frequency by room.", "cls": "Specialized", "src": [ "C" ], "herm": "BC131" }, { "id": "7.1.2", "n": "Custodial workload staffing", "d": "Calculates staffing needs from areas, tasks and service levels.", "cls": "Specialized", "src": [ "C" ], "herm": "BC131" }, { "id": "7.1.3", "n": "Route and task checklists", "d": "Builds daily routes with checklists that staff complete on mobile.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC131" }, { "id": "7.1.4", "n": "Quality inspections", "d": "Scores spaces against cleaning or grounds standards and creates follow-up work.", "cls": "Expected", "src": [ "C" ], "herm": "BC131" }, { "id": "7.1.5", "n": "Grounds and snow event logging", "d": "Logs grounds tasks and weather events with labor and materials used.", "cls": "Specialized", "src": [ "C" ], "herm": "BC132" } ] } ] }, { "n": "8", "name": "Preventive Maintenance Scheduling", "desc": "Generates recurring maintenance on assets and spaces before failure.", "caps": [ { "id": "8.1", "n": "Define PM schedules", "subs": [ { "id": "8.1.1", "n": "Calendar-based PM schedules", "d": "Generates work on fixed intervals such as monthly, quarterly or annual.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "8.1.2", "n": "Meter-based PM triggers", "d": "Generates work when a runtime, cycle or usage meter reaches a threshold.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.1.3", "n": "Floating versus fixed scheduling", "d": "Sets whether the next due date follows the last completion or the calendar.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "8.1.4", "n": "PM procedures and task steps", "d": "Attaches standard procedures, steps and safety notes to each PM.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.1.5", "n": "PM for asset groups and routes", "d": "Applies one PM schedule across many assets or a route of locations.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "8.1.6", "n": "Seasonal PM windows", "d": "Restricts PM generation to seasons or academic calendar breaks.", "cls": "Expected", "src": [ "C", "G" ], "herm": "BC126" }, { "id": "8.1.7", "n": "Industry PM task library", "d": "Starts PM programs from a library of standard tasks by equipment type.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" } ] }, { "id": "8.2", "n": "Generate and manage PM work", "subs": [ { "id": "8.2.1", "n": "PM work order generation", "d": "Creates PM work orders ahead of due dates on a configurable lead time.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.2.2", "n": "PM forecast", "d": "Projects upcoming PM labor and parts demand over a future period.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.2.3", "n": "PM compliance reporting", "d": "Reports PMs completed on time, late or skipped by shop and asset class.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.2.4", "n": "PM labor balancing", "d": "Spreads PM due dates to level shop workload across weeks.", "cls": "Specialized", "src": [ "C" ], "herm": "BC126" }, { "id": "8.2.5", "n": "Step-level PM results", "d": "Records readings and pass or fail per PM step and creates corrective work from failures.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "8.2.6", "n": "Deferral and missed-maintenance control", "d": "Records authorized schedule deferrals and identifies overdue or missed maintenance.", "cls": "Expected", "src": [ "P" ], "herm": "BC126" } ] } ] }, { "n": "9", "name": "Condition-Based and Predictive Maintenance", "desc": "Triggers maintenance from equipment readings rather than the calendar.", "caps": [ { "id": "9.1", "n": "Act on equipment readings", "subs": [ { "id": "9.1.1", "n": "Manual meter and reading entry", "d": "Records meter readings and measurements against assets.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "9.1.2", "n": "Threshold-based work generation", "d": "Creates work when a reading crosses a defined limit.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "9.1.3", "n": "BAS alarm to work order", "d": "Converts building automation system alarms into work orders.", "cls": "Specialized", "src": [ "C", "G" ], "herm": "BC126" }, { "id": "9.1.4", "n": "IoT sensor ingestion", "d": "Streams readings from sensors into asset records for monitoring.", "cls": "Emerging", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "9.1.5", "n": "Failure prediction", "d": "Estimates likely failure of equipment from history and sensor trends.", "cls": "Emerging", "src": [ "C", "P" ], "herm": "BC144" } ] } ] }, { "n": "10", "name": "Inspections and Compliance", "desc": "Runs required inspections and keeps the evidence regulators and insurers ask for.", "caps": [ { "id": "10.1", "n": "Run inspections", "subs": [ { "id": "10.1.1", "n": "Inspection checklists", "d": "Defines inspection forms with questions, readings and pass or fail results.", "cls": "Expected", "src": [ "C" ], "herm": "BC170" }, { "id": "10.1.2", "n": "Regulatory inspection schedules", "d": "Schedules fire, life safety, elevator, boiler and backflow inspections.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC170" }, { "id": "10.1.3", "n": "Deficiency follow-up work", "d": "Creates corrective work from failed inspection items.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC170" }, { "id": "10.1.4", "n": "Compliance document repository", "d": "Stores certificates, permits and inspection reports against assets and buildings.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC170" }, { "id": "10.1.5", "n": "Accreditation and audit reporting", "d": "Produces inspection histories for fire marshal, insurer or accreditation reviews.", "cls": "Specialized", "src": [ "C" ], "herm": "BC170" }, { "id": "10.1.6", "n": "Lockout/tagout and permit-to-work", "d": "Records lockout, hot work and confined space permits tied to work orders.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC180" }, { "id": "10.1.7", "n": "Hazardous materials tracking", "d": "Records hazardous materials and asbestos locations relevant to maintenance work.", "cls": "Specialized", "src": [ "C" ], "herm": "BC180" }, { "id": "10.1.8", "n": "Safety instructions and hazard acknowledgments", "d": "Attaches job-specific hazards and safety procedures and records required technician acknowledgments.", "cls": "Expected", "src": [ "P" ], "herm": "BC180" } ] } ] }, { "n": "11", "name": "Asset and Equipment Inventory", "desc": "Maintains the register of maintainable assets and where they are.", "caps": [ { "id": "11.1", "n": "Maintain asset register", "subs": [ { "id": "11.1.1", "n": "Asset record", "d": "Stores tag, description, make, model, serial, install date, location and status for each asset.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC197" }, { "id": "11.1.2", "n": "Asset classification hierarchy", "d": "Groups assets by system, class and type, such as HVAC, air handler, supply fan.", "cls": "Core", "src": [ "C" ], "herm": "BC197" }, { "id": "11.1.3", "n": "Parent and child asset relationships", "d": "Links components to the systems and equipment they belong to.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC197" }, { "id": "11.1.4", "n": "Barcode and QR asset tags", "d": "Identifies assets by scannable tags for lookup and work entry.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "11.1.5", "n": "Warranty tracking", "d": "Records warranty terms and flags work on assets still under warranty.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC197" }, { "id": "11.1.6", "n": "Asset documents and manuals", "d": "Attaches O&M manuals, drawings and photos to assets.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "11.1.7", "n": "Asset moves and disposals", "d": "Records relocation, replacement and retirement of assets with history kept.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "11.1.8", "n": "Bulk asset import", "d": "Loads asset data in bulk from spreadsheets or commissioning files.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "11.1.9", "n": "COBie and BIM handover import", "d": "Loads asset data from COBie or BIM deliverables at project closeout.", "cls": "Specialized", "src": [ "C" ], "herm": "BC197" }, { "id": "11.1.10", "n": "Asset field audit", "d": "Verifies assets in the field on mobile and records found, missing or changed items.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "11.1.11", "n": "Asset location and operating status", "d": "Records each asset's installed location and whether it is active, out of service, or retired.", "cls": "Core", "src": [ "P" ], "herm": "BC197" } ] }, { "id": "11.2", "n": "Track asset history", "subs": [ { "id": "11.2.1", "n": "Work history by asset", "d": "Shows all work orders, PMs and inspections performed on an asset.", "cls": "Core", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "11.2.2", "n": "Maintenance cost by asset", "d": "Totals lifetime labor, parts and contractor cost per asset.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "11.2.3", "n": "Failure and downtime analysis", "d": "Reports failure frequency, mean time between failures and downtime by asset class.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC197" } ] } ] }, { "n": "12", "name": "Facility Condition Assessment", "desc": "Measures the condition of buildings and systems and estimates what it will cost to renew them.", "caps": [ { "id": "12.1", "n": "Assess condition", "subs": [ { "id": "12.1.1", "n": "Condition ratings", "d": "Rates assets and building systems on a standard condition scale.", "cls": "Core", "src": [ "C" ], "herm": "BC197" }, { "id": "12.1.2", "n": "Condition assessment surveys", "d": "Records field assessments of buildings by system with deficiencies and photos.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "12.1.3", "n": "Deficiency records with cost estimates", "d": "Logs each deficiency with its location, priority and correction cost.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "12.1.4", "n": "Facility Condition Index calculation", "d": "Calculates deferred maintenance divided by replacement value per building.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "12.1.5", "n": "Useful life and remaining life", "d": "Tracks expected and remaining service life by asset and system.", "cls": "Expected", "src": [ "C", "G" ], "herm": "BC197" }, { "id": "12.1.6", "n": "Replacement value estimates", "d": "Stores current replacement value for buildings and systems.", "cls": "Expected", "src": [ "C" ], "herm": "BC197" }, { "id": "12.1.7", "n": "Asset criticality assessment", "d": "Rates assets by the safety, service, and operational consequences of failure.", "cls": "Expected", "src": [ "P" ], "herm": "BC197" } ] }, { "id": "12.2", "n": "Plan renewal", "subs": [ { "id": "12.2.1", "n": "Deferred maintenance backlog", "d": "Totals unfunded deficiencies and renewal needs by building and system.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC190" }, { "id": "12.2.2", "n": "Renewal forecast", "d": "Projects future renewal needs and costs from asset life cycles.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC190" }, { "id": "12.2.3", "n": "Scenario-based funding modeling", "d": "Compares how funding levels change condition and backlog over time.", "cls": "Specialized", "src": [ "C" ], "herm": "BC190" }, { "id": "12.2.4", "n": "Capital request handoff", "d": "Packages deficiencies into proposed projects for the capital planning process.", "cls": "Specialized", "src": [ "C", "G" ], "herm": "BC194" } ] } ] }, { "n": "13", "name": "Utilities and Energy", "desc": "Tracks the utility meters and energy use that maintenance decisions depend on.", "caps": [ { "id": "13.1", "n": "Track utility consumption", "subs": [ { "id": "13.1.1", "n": "Utility meter register", "d": "Maintains utility meters linked to buildings and the spaces they serve.", "cls": "Specialized", "src": [ "C" ], "herm": "BC221" }, { "id": "13.1.2", "n": "Consumption reading capture", "d": "Records manual or interval readings for electricity, gas, water and steam.", "cls": "Specialized", "src": [ "C" ], "herm": "BC221" }, { "id": "13.1.3", "n": "Energy use intensity reporting", "d": "Reports consumption per square foot by building over time.", "cls": "Specialized", "src": [ "C" ], "herm": "BC221" }, { "id": "13.1.4", "n": "Sustainability metrics", "d": "Reports emissions and sustainability figures derived from consumption data.", "cls": "Emerging", "src": [ "C" ], "herm": "BC221" } ] } ] }, { "n": "14", "name": "Parts Inventory", "desc": "Keeps stock of maintenance parts by storeroom and location.", "caps": [ { "id": "14.1", "n": "Maintain inventory", "subs": [ { "id": "14.1.1", "n": "Item master", "d": "Stores part number, description, unit, cost and preferred suppliers for each item.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "14.1.2", "n": "Multiple storerooms and bins", "d": "Tracks quantities by storeroom, shop truck and bin location.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "14.1.3", "n": "Stock levels and reorder points", "d": "Sets minimum, maximum and reorder points and flags items to restock.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "14.1.4", "n": "Cycle counts and physical inventory", "d": "Runs counts and posts adjustments with reasons.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "14.1.5", "n": "Inventory valuation", "d": "Values stock on hand by average, FIFO or standard cost.", "cls": "Expected", "src": [ "C" ], "herm": "BC249" }, { "id": "14.1.6", "n": "Part-to-asset associations", "d": "Lists the spare parts that fit each asset or asset type.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "14.1.7", "n": "Barcode storeroom transactions", "d": "Issues, receives and counts stock by scanning item labels.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" } ] } ] }, { "n": "15", "name": "Issue and Replenishment", "desc": "Moves parts from storeroom to work and requests replenishment.", "caps": [ { "id": "15.1", "n": "Issue and request materials", "subs": [ { "id": "15.1.1", "n": "Issue parts to work orders", "d": "Charges parts to a work order and reduces on-hand stock.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "15.1.2", "n": "Parts reservation for planned work", "d": "Reserves stock for scheduled work orders and PMs.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "15.1.3", "n": "Returns to stock", "d": "Returns unused parts and credits the work order.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "15.1.4", "n": "Direct-purchase materials on work orders", "d": "Records non-stock materials bought for a specific job.", "cls": "Expected", "src": [ "C" ], "herm": "BC193" }, { "id": "15.1.5", "n": "Purchase requisition creation", "d": "Creates requisitions for restocking or job materials and sends them to the finance ERP.", "cls": "Expected", "src": [ "C", "G" ], "herm": "BC193" }, { "id": "15.1.6", "n": "Receipt of ordered materials", "d": "Records receipt of ordered parts against the requisition and work order.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC193" }, { "id": "15.1.7", "n": "Tool and equipment checkout", "d": "Tracks loan of shared tools and equipment to technicians.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC126" } ] } ] }, { "n": "16", "name": "Location Hierarchy", "desc": "Holds the buildings, floors and rooms that work and assets are tied to.", "caps": [ { "id": "16.1", "n": "Maintain locations", "subs": [ { "id": "16.1.1", "n": "Campus, site, building, floor and room hierarchy", "d": "Models physical locations with unique ids at each level.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC227" }, { "id": "16.1.2", "n": "Building attributes", "d": "Stores gross area, year built, construction type and use for each building.", "cls": "Expected", "src": [ "C" ], "herm": "BC227" }, { "id": "16.1.3", "n": "Room attributes for maintenance", "d": "Stores room area, use type and responsible department relevant to work.", "cls": "Expected", "src": [ "C" ], "herm": "BC227" }, { "id": "16.1.4", "n": "Exterior and grounds locations", "d": "Models grounds zones, parking lots, roads and utility corridors as locations.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC227" }, { "id": "16.1.5", "n": "Multi-campus partitioning", "d": "Separates locations, staff and data by campus within one tenant.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC227" } ] } ] }, { "n": "17", "name": "Floor Plans and Maps", "desc": "Shows work and assets on drawings and maps.", "caps": [ { "id": "17.1", "n": "Visualize work in space", "subs": [ { "id": "17.1.1", "n": "Floor plan viewer", "d": "Displays CAD or BIM floor plans with rooms linked to location records.", "cls": "Specialized", "src": [ "C", "P" ], "herm": "BC227" }, { "id": "17.1.2", "n": "Assets and work on floor plans", "d": "Highlights open work and asset positions on floor plans.", "cls": "Specialized", "src": [ "C" ], "herm": "BC227" }, { "id": "17.1.3", "n": "GIS map of campus assets", "d": "Places buildings, exterior assets and work on a campus map.", "cls": "Specialized", "src": [ "C" ], "herm": "BC127" }, { "id": "17.1.4", "n": "Room access and occupancy notes", "d": "Records access instructions, keys and sensitive-space notes for technicians.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC227" } ] } ] }, { "n": "18", "name": "Mobile Work Execution", "desc": "Lets technicians receive and complete work in the field.", "caps": [ { "id": "18.1", "n": "Work in the field", "subs": [ { "id": "18.1.1", "n": "Mobile work order list", "d": "Shows each technician their assigned work on a phone or tablet.", "cls": "Core", "src": [ "C", "P", "G" ], "herm": "BC126" }, { "id": "18.1.2", "n": "Mobile status and completion updates", "d": "Updates status, notes, labor and parts from the field.", "cls": "Core", "src": [ "C" ], "herm": "BC126" }, { "id": "18.1.3", "n": "Offline mobile operation", "d": "Lets technicians work without connectivity and syncs later.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "18.1.4", "n": "Mobile asset lookup and scanning", "d": "Finds an asset and its history by scanning its tag.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "18.1.5", "n": "Mobile photo and signature capture", "d": "Attaches photos and captures customer signatures on completion.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC126" }, { "id": "18.1.6", "n": "Mobile inspections and PM checklists", "d": "Completes inspection and PM steps on mobile.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "18.1.7", "n": "Technician-created work", "d": "Lets technicians log new problems they find in the field.", "cls": "Expected", "src": [ "C" ], "herm": "BC126" }, { "id": "18.1.8", "n": "Voice and hands-free entry", "d": "Records notes and updates by voice while working.", "cls": "Emerging", "src": [ "C" ], "herm": "BC126" }, { "id": "18.1.9", "n": "Augmented reality asset guidance", "d": "Overlays asset information or remote expert guidance on a device camera view.", "cls": "Emerging", "src": [ "C" ], "herm": "BC126" }, { "id": "18.1.10", "n": "AI-assisted technician guidance", "d": "Suggests troubleshooting steps and summarizes relevant maintenance records with traceable source references.", "cls": "Emerging", "src": [ "P" ], "herm": "BC126" } ] } ] }, { "n": "19", "name": "Dashboards and Reporting", "desc": "Reports the state of facilities work, assets and costs.", "caps": [ { "id": "19.1", "n": "Report on operations", "subs": [ { "id": "19.1.1", "n": "Standard operational reports", "d": "Provides ready reports for backlog, completion, PM compliance and costs.", "cls": "Core", "src": [ "C" ], "herm": "BC211" }, { "id": "19.1.2", "n": "Role-based dashboards", "d": "Shows KPIs and lists tailored to directors, supervisors and technicians.", "cls": "Expected", "src": [ "C", "P", "G" ], "herm": "BC211" }, { "id": "19.1.3", "n": "Ad hoc report builder", "d": "Lets users build, save and schedule their own reports.", "cls": "Expected", "src": [ "C" ], "herm": "BC211" }, { "id": "19.1.4", "n": "Scheduled report distribution", "d": "Emails reports on a schedule to defined recipients.", "cls": "Expected", "src": [ "C", "P" ], "herm": "BC211" }, { "id": "19.1.5", "n": "Benchmarking metrics", "d": "Produces metrics comparable to peer benchmarks such as cost per square foot.", "cls": "Specialized", "src": [ "C" ], "herm": "BC211" }, { "id": "19.1.6", "n": "Data warehouse extract", "d": "Exposes CMMS data for loading into an institutional data warehouse.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC143" }, { "id": "19.1.7", "n": "Natural-language reporting assistant", "d": "Answers questions about work and assets in plain language with source records.", "cls": "Emerging", "src": [ "C" ], "herm": "BC144" }, { "id": "19.1.8", "n": "Backlog and service performance analysis", "d": "Reports backlog age, response times, completion times, and service-target attainment.", "cls": "Expected", "src": [ "P" ], "herm": "BC211" }, { "id": "19.1.9", "n": "Maintenance cost and resource analysis", "d": "Compares maintenance labor, material, and contractor costs by asset, location, trade, and work category.", "cls": "Expected", "src": [ "P" ], "herm": "BC211" } ] } ] }, { "n": "20", "name": "ERP and Enterprise Integration", "desc": "Exchanges data with the finance ERP, HR and other enterprise systems that own their own records.", "caps": [ { "id": "20.1", "n": "Integrate with finance and HR", "subs": [ { "id": "20.1.1", "n": "Chart of accounts validation", "d": "Validates account strings on work orders against the finance ERP.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC249" }, { "id": "20.1.2", "n": "Labor and material cost feed to ERP", "d": "Sends work order costs and chargebacks to the finance ERP for posting.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC143" }, { "id": "20.1.3", "n": "Requisition and purchase order sync", "d": "Sends requisitions to the ERP and receives PO and receipt status back.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC193" }, { "id": "20.1.4", "n": "Fixed asset and capital project reference sync", "d": "Receives capital project and fixed asset ids from the ERP for cross-reference.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC197" }, { "id": "20.1.5", "n": "Employee and technician feed from HR", "d": "Loads technician records, rates and status from the HR system.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC143" }, { "id": "20.1.6", "n": "Vendor master sync", "d": "Receives supplier and contractor records from the ERP vendor master.", "cls": "Platform", "src": [ "C" ], "herm": "BC143" } ] } ] }, { "n": "21", "name": "Space and Campus System Feeds", "desc": "Keeps locations aligned with the space system and connects to campus operational systems.", "caps": [ { "id": "21.1", "n": "Integrate with space and campus systems", "subs": [ { "id": "21.1.1", "n": "Space inventory feed", "d": "Receives buildings, floors and rooms from the space management system of record.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC143" }, { "id": "21.1.2", "n": "Room schedule lookup", "d": "Reads classroom and event bookings from the scheduling system to time work around use.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC143" }, { "id": "21.1.3", "n": "Housing occupancy and request exchange", "d": "Exchanges residence hall work requests and occupancy context with the housing system.", "cls": "Platform", "src": [ "C" ], "herm": "BC143" }, { "id": "21.1.4", "n": "Building automation system interface", "d": "Connects to BAS platforms for alarms, points and readings.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC143" }, { "id": "21.1.5", "n": "Access control and key system link", "d": "References door, key and access records relevant to work locations.", "cls": "Platform", "src": [ "C" ], "herm": "BC129" }, { "id": "21.1.6", "n": "Identity and directory sync", "d": "Loads requesters and departments from the campus directory.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC139" }, { "id": "21.1.7", "n": "GIS and floor-plan data exchange", "d": "Exchanges location identifiers and spatial references with campus GIS and drawing repositories.", "cls": "Platform", "src": [ "P" ], "herm": "BC127" } ] } ] }, { "n": "22", "name": "Security, Configuration and Operations", "desc": "Controls access, configuration and the running of the platform.", "caps": [ { "id": "22.1", "n": "Secure and administer", "subs": [ { "id": "22.1.1", "n": "Single sign-on", "d": "Authenticates users through the campus identity provider using SAML or OIDC.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC139" }, { "id": "22.1.2", "n": "Role-based access control", "d": "Restricts screens, actions and data by role, shop, campus and building.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC138" }, { "id": "22.1.3", "n": "Audit trail", "d": "Logs who created or changed each record and when.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC138" }, { "id": "22.1.4", "n": "Configurable fields, forms and workflows", "d": "Adds fields, layouts and workflow rules without custom code.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC203" }, { "id": "22.1.5", "n": "Notification and template management", "d": "Manages email and text templates and delivery rules.", "cls": "Platform", "src": [ "C" ], "herm": "BC203" }, { "id": "22.1.6", "n": "Data privacy controls", "d": "Protects personal data in requests and limits retention.", "cls": "Platform", "src": [ "C" ], "herm": "BC138" }, { "id": "22.1.7", "n": "Accessibility conformance", "d": "Meets WCAG accessibility standards in requester and staff interfaces.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC203" }, { "id": "22.1.8", "n": "Time-limited external access", "d": "Provides contractors with expiring access limited to their assigned work and required records.", "cls": "Platform", "src": [ "P" ], "herm": "BC138" }, { "id": "22.1.9", "n": "Reference data administration", "d": "Manages controlled service categories, trades, priorities, failure codes, and condition-rating scales.", "cls": "Platform", "src": [ "P" ], "herm": "BC203" }, { "id": "22.1.10", "n": "Encryption and secure connectivity", "d": "Protects stored and transmitted CMMS data using supported encryption and secure connection controls.", "cls": "Platform", "src": [ "P" ], "herm": "BC138" }, { "id": "22.1.11", "n": "Retention and disposition controls", "d": "Applies campus-approved retention, preservation, and deletion rules to maintenance records and attachments.", "cls": "Platform", "src": [ "P" ], "herm": "BC145" }, { "id": "22.1.12", "n": "Upgrade-safe configuration", "d": "Keeps institutional workflows, forms and work order templates intact through vendor releases without a local code fork.", "cls": "Platform", "src": [ "G" ], "herm": "BC203" } ] }, { "id": "22.2", "n": "Operate and exit", "subs": [ { "id": "22.2.1", "n": "Documented REST APIs", "d": "Exposes work, asset, PM and inventory data through documented APIs.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC204" }, { "id": "22.2.2", "n": "Webhooks and event notifications", "d": "Pushes record changes to other systems as they happen.", "cls": "Platform", "src": [ "C" ], "herm": "BC204" }, { "id": "22.2.3", "n": "Bulk import and export tools", "d": "Loads and extracts data in bulk for migrations and maintenance.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC143" }, { "id": "22.2.4", "n": "Sandbox environment", "d": "Provides a non-production environment for testing configuration and integrations.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC204" }, { "id": "22.2.5", "n": "Availability and backup commitments", "d": "Defines uptime, backup and recovery commitments for the hosted service.", "cls": "Platform", "src": [ "C", "P" ], "herm": "BC204" }, { "id": "22.2.6", "n": "Full data export at exit", "d": "Exports all records, attachments and history in open formats at contract end.", "cls": "Platform", "src": [ "C", "P", "G" ], "herm": "BC143" }, { "id": "22.2.7", "n": "Interface monitoring and reconciliation", "d": "Tracks integration failures, retries, duplicate prevention, and source-to-target reconciliation.", "cls": "Platform", "src": [ "P" ], "herm": "BC204" }, { "id": "22.2.8", "n": "Patch and release management", "d": "Provides supported security updates, release notices, and controlled maintenance windows.", "cls": "Platform", "src": [ "P" ], "herm": "BC204" } ] } ] } ] }